Fiscal Close

Fiscal Close Calendar

Fiscal Closing Dates - Fiscal Year 2016-2017

For detailed information on a particular deadline below, please refer to the appropriate section in the Fiscal Closing Preparation Checklist - (PDF)  (Word). Also, see Shared Services Center deadlines.

The fiscal closing operation is in accordance with UC Davis Policy and Procedure Manual 330-65.

May

12

June

1

  • June Preliminary (Period 12) ledgers open for feeds processing (use Period 12)

  • Vendor set-up requests for Purchase Order (PO) and Purchase Agreement (PA) documents for FY 16-17 must be received by the Vendor Desk no later than 5:00pm. There is a later deadline for vendors for APO and DV documents.

2

  • Work study changes for any previous payroll must be approved by the Work Study office by 5:00pm

6

  • June Preliminary (Period 12) ledgers open for ALL transactions

7

  • Enter approved work study payroll adjustments into OPTRS on the B2 by noon.

9

  • Any fiscal year-end Requisition (REQS) and Purchase Agreement (PA) documents must have all prior approvals completed and must be received by the Purchasing Control Desk no later than 5:00pm; however, if an agreement/order requires the other party's signature, submit sooner because additional time will be required.
  • May (Period 11) ledgers available in FIS Decision Support

13

  • First day to enter time for B1 payroll for reporting student work study payroll from 6/4 through 6/17. Do NOT include any time worked from 6/18 through 6/30 on this compute.
  • This year to comply with the Work-Study awards for 2016-2017 we will be running a special EX compute. Please enter an EDLR on OPTRS to pay any of your students who are on Work-Study for the time period of 6/18 through 6/30 on this special EX payroll ending 6/30/17. The special EX compute will be your last opportunity to ensure you receive the work study split for students on work study. This special OPTRS EX payroll will be available for Fiscal Year End Work Study EDLR transactions only. The dates for entering EDLR transactions for this special compute will be available on OPTRS, EDAT selection beginning on 06/20/17 with the compute on 06/29/17. Employees on work-study funding will receive this pay on 07/05/17.

  • Please remember to adjust the next B2 timesheets (PPE 07/01/17) to reflect payment for those employees already paid thru 6/30/17 on the EX.

    If you fail to process an EDLR for the special EX payroll, the total hours worked during this time period will have to be reported on the B2 (PPE 7/2/17) roster and will be charged to your departmental accounts. You will not have the opportunity to process EDLRs to transfer the expenses to claim Work-Study funding to recoup these funds.

16

22

  • Vendor set-up for Automatic Purchase Orders (APO) and Disbursement Voucher (DV) documents for FY 16-17 must be received by the Vendor Desk no later than 5:00pm.

23

27

  • Process work study payroll by noon on special EX compute

29

  • Shared Services Center (SSC) Deadline - All Accounts Payable requests, including memberships, honoraria, utility payments, PO invoices, etc. must be received in the SSC, free of errors and with all required documentation, by 5:00pm to post in FY 16-17.
30  
  • Travel & entertainment reports must be pending Travel Accounting's approval, free of errors and with all required documentation, by 5:00pm to post in FY 16-17.
  • Cash Deposit Deadline: Campus by 7:00pm; UCDHS by 4:00pm
  • Credit Card Receipt (CCR) documents must be fully approved in KFS in order to post to June (FY 16-17).
  • An automatic renewal of Billing IDs with a 6/30 expiration date to extend to the last day of the next fiscal year no longer occurs.  If you do not want a Billing ID to expire, please leave the Expiration Date field BLANK.
July

1

  • CAMS transactions completed July 1st through approximately July 17th will have a special fiscal close route node to Equipment Management for approval. Equipment Management will approve all transactions related to FY 16-17, but will hold any transactions related to the new fiscal year in the Equipment Management Action List. Once all FY 16-17 closing steps have been completed, Equipment Management will approve all documents related to FY 17-18, and the special fiscal close routing node will be turned off.

3

  • Accounts Payable Deadline - all documents must be received in Accounts Payable, free of errors and with all required documentation, by 5:00pm to post in FY 16-17.
  • FY 17-18 opens for feeds
  • Cash documents available in KFS for FY 17-18
  • All Accounts Receivable documents (INV, APP, APPA, CRM, INVW will continue to post to June Prelim until July 6th at 7:00pm.  However, payments received (APP) from July 1st – 6th will be moved to July FY17-18.  Please wait until July 7th to post any APP or APPA documents associated with AR payments received from July 1st – 6th.

5

  • Submit Banner entries, including Feeder systems, by 4:00pm so that Student Accounting can include them in FY 16-17.

6

  • June Prelim (Period 12) closes to campus at 7:00pm.

  • KFS Advance Deposit (AD) documents fully approved and documentation submitted to Internal Control by 4:00pm to post in FY 16-17

  • Last day to submit FIS feeds for FY 16-17
  • Do NOT process any KFS Account (ACCT) documents that change the UC account or the UC fund number or Dean's/VC Reports To organization without approval from General Accounting
  • Approve Purchasing documents by 7:00pm. Purchasing documents created after this time will be for the new fiscal year.
  • Approve all non year-end General Ledger documents (BA, PE, DI, GEC, PCDO, IB, SET) by 7:00pm to post to June Prelim FY 16-17 (Will post to FY 17-18 if approved after 7/6).
  • REQS/PO/APOs initiated after July 6th will post to FY 17-18. The sequential Purchase Order numbering does NOT change for the new fiscal year.

7

  • June Final (Period 13) opens for departmental posting: Year End documents and Auxiliary Voucher and Pre-Encumbrance documents with option to post to Fiscal Close period available in KFS from the KFS Main Menu

  • GAEL and CGA run for period 12.
  • Review June Prelim ledgers and Accrue any goods/services received by 6/30 if the DV/PREQ did not post in FY 16-17.

  • All documents available in KFS for FY 17-18. There are no Year End AR documents. Use the Auxiliary Voucher document to accrue revenue for services rendered up to 6/30/17 that have not been invoiced. Use Close as the Accounting Period.

12

  • June Preliminary (Period 12) ledgers available in Decision Support

13

  • June Final (Period 13) closes for Departmental Year End (YEXX) document processing at 7:00pm. These YE documents should be in a status with all approvals secured (FINAL or PROCESSED) by 7:00pm, or they may not post to the ledger for FY 16-17.

  • All Year End Salary Expense Transfer (YSET) document processing must be completed (FINAL or PROCESSED status) by 7:00pm, as YSET documents are NOT available during the Dean's Office access period.

14

  • Departmental Year End (YEXX) document processing for Dean/Vice-Chancellor's Office users begins.

  • GAEL and CGA run for period 13.

17

  • Dean/Vice Chancellor's office access closes for Year End (YEXX) document processing at 7:00pm. These YE documents should be in a status with all approvals secured (FINAL or PROCESSED) by 7:00pm, or they may not post to the ledger for FY 16-17.

  • Deadline to balance staffing lists

August

3

  • July (Period 1) Fiscal Period - Last day for departments to process documents in KFS for this fiscal period

8

  • July (Period 1) Fiscal Period closed at 7 pm.

9

  • July (Period 1) Fiscal Period balances available in FIS Decision Support.

TBD

  • The date when June Final closes in FIS Decision Support varies each year based on a multitude of factors. A message is sent to the FIS user list when each fiscal period, including June Final, has officially closed and posted to the ledger.

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